Publishing Assistant - (017-1364)

• Support the Editor-in-Chief with the creation, publication, and promotion of the quarterly magazine
• Follow up on editorial offer emails and outstanding responses
• Confirm participating artists and coordinate contracts and signed documentation
• Coordinate with artists, galleries, and brands to obtain high-resolution images and artwork/product information by required deadlines
• Create and maintain the magazine Design Checklist throughout the publishing process
• Follow up with writers to ensure editorial copy and exhibition lists are received by deadline
• Coordinate the submission of editorials to the relevant team members for editing
• Coordinate final editorial approvals and work with the Designer to prepare the magazine for team proofing
• Coordinate with third-party proofreader and ensure required edits are received by deadline and coordinate their implementation with the relevant team members
• Communicate with contributors throughout the publishing process

• Assist with opening magazine pre-orders
• Create and update products on the website
• Review and schedule email campaigns
• Create (using existing templates) and coordinate social media promotions for pre-orders
• Create (using existing templates) and upload website banners across relevant websites
• Coordinate promotional materials with contributing artists and encourage them to share campaigns
• Assist with preparing magazine promotional collateral across digital channels

• Create and update the magazine product on the website
• Maintain accurate product inventory
• Review and schedule magazine on-sale email campaigns
• Update current issue information across website menus and store pages
• Update website homepage and relevant promotional banners
• Prepare and publish social media announcements for the new issue
• Create and publish relevant magazine blog content
• Assist with preparing and publishing the Editor's Note blog
• Upload digital magazine editions to relevant library and digital publishing platforms
• Update email banners and distribute relevant internal communications
• Coordinate ongoing magazine promotional content across social media channels
• Notify customers when their magazine has been shipped
• Contact subscribers whose subscriptions have ended and assist with renewal communications

• Assist with administrative tasks associated with the annual art prize
• Draft art prize blog content as required

• Maintain accurate publishing records, checklists, and project documentation
• Track outstanding tasks and follow up with contributors and team members to ensure deadlines are met
• Provide administrative support to other team members where required
• Assist with other relevant publishing and operational tasks as directed

• Previous experience in publishing, editorial coordination, content administration, project coordination, or a similar role
• Excellent attention to detail and accuracy
• Strong organisational and project management skills
• Ability to manage multiple projects, stakeholders, and deadlines simultaneously
• Strong written and verbal English communication skills
• Ability to confidently follow up with contributors and stakeholders to keep projects on schedule
• Strong prioritisation and time management skills
• Proactive approach with the ability to work independently
• Discretion and tact when handling contributor, customer, and business information
• Working knowledge of Microsoft Office and other standard office software
• Experience working with WordPress
• Experience using Canva
• Familiarity with Photoshop
• Experience using OneNote or similar documentation and organisation tools
• Ability to provide and maintain suitable hardware and software for remote work

• Experience working within publishing, media, arts, culture, or creative industries
• Experience coordinating editorial or magazine production workflows
• Experience working with artists, writers, designers, or other creative contributors
• Experience with e-commerce websites and online product management
• Experience coordinating email marketing campaigns
• Familiarity with social media content and promotional campaigns
• Experience with digital publishing or online magazine platforms
• Experience supporting events, competitions, awards, or creative programs

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)